Intake Coordinator

Counseling Works; Naperville (IL); Remote; USD 28,000 - 30,000; Full time

Benefits offered by this job

Paid time off

401k with company matching

Medical, dental, and vision insurance

Job summary

Counseling Works is seeking an Intake Coordinator to be the first contact for inquiries, matching clients with therapists, and guiding through scheduling, insurance, and paperwork for a smooth first session.

You will support adolescents, adults, and couples across Naperville and other IL offices, ensuring every client is heard and prepared for their visit while maintaining confidentiality and accuracy.

Qualifications

• 1–2 years in customer service, client services, or similar people-facing role.
• Comfort on live calls and with learning new computer systems.
• Strong organization and attention to detail.
• Respect for confidentiality and sensitive information.
• Nice to have: experience in a therapy practice or healthcare setting, HIPAA familiarity.

Responsibilities

• Respond to client calls, emails, and texts.
• Match clients with clinicians based on needs, insurance, and availability.
• Explain insurance, paperwork, and what to expect at the first session.
• Follow up to move intake forward.
• Complete intake steps across systems for day-one readiness.
• Handle cancellations and reschedules; keep records accurate.
• Collaborate with intake team, clinicians, and admin staff.

Skills

Customer service experience

Live-call comfort

Strong organization

Confidentiality

HIPAA familiarity

Job description

About the role

As Intake Coordinator, you’ll be the first point of contact for people reaching out to Counseling Works. You’ll respond to new inquiries, learn what each person is looking for, match them with the therapist who best fits their needs, and guide them through scheduling, insurance, and paperwork so they arrive at their first session prepared. Your work also lets our clinicians begin each first session focused on the client rather than on administrative details.

Counseling Works is an established group practice serving adolescents, adults, and couples, with offices in Naperville, Frankfort, Lemont, and Shorewood, Illinois. We’re a close-knit team that cares deeply about our clients and each other.

You’ll be a great match if you…

• Meet every caller with warmth and patience. Some people know exactly what they’re looking for, and others aren’t sure where to start. You adapt to each person and make sure they feel heard.
• Help people take the next step. You help hesitant callers feel ready to move forward. When their first choice isn’t available, you find a strong alternative and help them feel good about it.
• Thrive with a lot going on. Calls coming in, follow-ups waiting, paperwork to check: you can switch gears quickly without losing track of details.
• Take ownership. You follow through without reminders and make sure nothing slips through the cracks.
• Communicate clearly and proactively. You keep clients and teammates in the loop, and you ask questions when you’re unsure.
• Love variety. No two days are the same, and that energizes you.

What you’ll do

• Respond to client calls, emails, and texts
• Match clients with the clinician who best fits their needs, preferences, insurance, and availability
• Walk clients through insurance, paperwork, and what to expect at their first session
• Follow up to keep each client’s intake moving forward
• Complete intake steps across our systems so clients and clinicians are ready for day one
• Handle cancellations and reschedules, and keep records accurate
• Collaborate with our intake team, clinicians, and admin staff

What helps you succeed

• 1–2 years in customer service, client services, sales, scheduling, front desk, healthcare administration, or a similar people-facing role
• Comfort on live calls and with learning new computer systems
• Strong organization and attention to detail
• Respect for confidentiality and sensitive information
• Nice to have: experience in a therapy practice, medical office, or behavioral health setting, or familiarity with HIPAA.

Work setup

This is a remote role, so you’ll need a quiet, private home workspace and reliable internet.

The schedule is Monday-Thursday 10:00 a.m.–6:00 p.m. and Friday 10:00 a.m.–5:00 p.m.

Pay & Benefits

• $20-22/hr.
• Paid time off
• 401k with company matching
• Medical, dental, and vision insurance